MOUNTLAKE TERRACE HIGH SCHOOL PTSA 7.2.170 STANDING RULES 2016-2017 Approved 9/12/16 Article I Name and Organization 1. The Mountlake Terrace High School PTSA is a non-profit organization consisting of and supported by parents, staff, students, alumni and community members. MTHS PTSA encourages and promotes involvement of all parents, families and the general community in the success of children; emphasizing and recognizing each individual s needs and gifts. MTHS PTSA encourages participation through volunteerism, communication, advocacy, and leadership. 2. This PTSA is registered with the Secretary of State under the Charitable Solicitations Act. The registration number is 26587. The Treasurer is responsible for filing the annual registration. 3. The MTHS PTSA was incorporated on January 28, 2009. The Treasurer is responsible for filing the annual corporation report. The registered agent for this corporation is the Washington State PTA. The corporation number is 602-902-279. 4. The PTSA s Federal Employer Identification Number (EIN) is available upon request. 5. The PTSA was granted tax-exempt status under Section 501(c)3 on January 28, 2009. 6. This unit shall keep three (3) copies of these legal documents. A copy shall be kept with the Unit President, the Unit Treasurer and on site at Mountlake Terrace High School. 7. The Treasurer is responsible for filing IRS Form 990EZ (or Form 990 if applicable) as required. 8. Per the Washington State PTSA Uniform Bylaws, all elected officers must be trained annually, with at least one board member taking the PTA and the Law course. 9. Per the Washington State PTA Uniform Bylaws, we will annually review, sign and submit the WSPTA Standards of Affiliation Agreement by the deadline. Article II Purpose 1. The purpose of the MTHS PTSA is to provide a forum for parents, staff and students to discuss, influence and participate in the educational program at Mountlake Terrace High School and Edmonds School District #15. 2. To promote positive interaction between Mountlake Terrace High School and the surrounding community. 3. To encourage all students to benefit fully from their MTHS education through participation in school related activities. Page1
4. To increase the presence of parents and community members in the school through their volunteerism in the educational program. 5. To raise funds for various student activities at and for Mountlake Terrace High School, directly benefiting the students and/or staff of MTHS; as determined by the organization s members, through fundraising, grants and scholarships. Article III Membership Service Fees 1. MTHS PTSA membership is comprised of parents (legal guardians), staff, students and community members. Each individual that has paid his/her annual membership dues is considered a member and entitled to a vote. 2. Annual membership dues are established each year. The membership fees for this Unit for the 2015-2016 school year will be: $10.00 per member 3. $8.00 of every membership goes to WSPTA & $.75 to Edmonds Council (if it is a functional entity. If not the funds remain with our PTSA to promote membership). 4. Financial assistance for membership fee is available. Interested parties need to contact the MTHS PTSA Treasurer. 5. Non-dues paying students of Mountlake Terrace High School shall be considered honorary members of this PTSA without vote, or the privilege of holding office. (This allows students to fully participate in PTSA sponsored events.) Article IV Nominating Committee 1. The nominating committee shall be elected at the January general membership meeting, and shall consist of at least three (3) MTHS PTSA members, and will follow Washington State PTA nominating committee guidelines. Article V Officers and Their Election 1. The elected officers of this PTSA shall be President, Vice President, Secretary, and Treasurer. Any elected position, other than Treasurer, may be held jointly by two (2) people. Each coposition shall be entitled to voice and vote at a board of directors meeting. All officers must be members of the MTHS PTSA. 2. Elections are held annually at the March General Meeting. The term of office is from July 1 st to June 30 th. Page2
Article VI Duties of Officers 1. The signatures of all elected officers shall be on the authorized signature card of this Unit s bank account. 2. All contracts must be signed by the President, one other officer and the appropriate committee chair. 3. Committee chairpersons shall seek approval for all non-budgeted expenses from the Board of Directors. The Board of Directors has the right to reallocate funds between existing line items within the approved budget. 4. All budget overruns shall be brought before the general membership for approval, prior to the expenditure. 5. All reimbursement requests shall include a receipt and a completed & signed Payment Request form. These shall be submitted to the treasurer within 60 days of purchase. All requests for reimbursement must be received by June 1 st. 6. Should the MTHS PTSA receive an NSF check, a $10.00 service fee will be charged in addition to any bank penalties the MTHS PTSA may accrue. If the NSF check or checks are not paid for by June 1 st, then the MTHS PTSA will not accept any checks from this individual until restitution and fees have been paid. 7. The fiscal year is July 1 st through June 30 th. A financial report indicating income, expenses, and balance will be required monthly. The Treasurer is responsible for closing the books no later then the 10 th of July and submitting them for a financial review. 8. The PTSA shall conduct a financial review of its books and records following the close of the fiscal year. The financial review should be completed no later than August 31 st. 9. The treasurer shall be responsible for maintaining the original copies of all legal documents and providing updated copies to the other officers. Articles VII Executive Committee and Board of Directors 1. The elected officers will constitute the Executive Committee. The Executive Committee is responsible for appointing and/or approving the Standing Committee chair positions. 2. The Board of Directors, commonly referred to as the Board, shall consist of elected officers (i.e., the Executive Committee), standing committee chairpersons, a staff representative and the school principal. 3. The PTSA Board will meet 1 hour prior to the monthly general meeting, as needed. 4. Standing and AdHoc Committees A. The Standing Committees are: Membership Hospitality Fundraising Page3
Grad Night Committee Legislative Liaison School Involvement Edmonds Council Rep B. The AdHoc Committees may include, but need not be limited to: Student Scholarships Nominating Golden Acorn/Awards Financial Review Staff Appreciation Reflections C. Each committee shall consist of a chairperson and members. Co-Chairs may head a committee; however, any committee shall have only one vote. D. All groups who have chosen to affiliate with the MTHS PTSA will be bound by the rules contained in Article XI of these Standing Rules. 5. One or more Golden Acorn/Outstanding Educator/Outstanding Advocate awards may be presented annually to an outstanding volunteer(s). A committee appointed by the President shall select the recipient(s). The Board of Directors shall determine the number of recipients. Article VIII Meetings 1. General meetings will be once a month from September to June or as posted. Board meetings will be held 1 hour prior to general meetings as needed. 2. A minimum of ten (10) members shall constitute a quorum for the transaction of business at any MTHS PTSA general meeting or 10% of membership. 3. Voting by proxy or other means is expressly disallowed. 4. MTHS PTSA members in good standing are eligible to vote. A simple majority of members in attendance is needed for passing a motion. 5. Adoption of the annual budget, approval of the standing rules, election of the nominating committee and election of officers shall be done at general membership meetings. 6. The MTHS PTSA shall approve its annual operating budget in the spring of each year; no later than the May general meeting. Article IX Page4
Washington State PTA Convention 1. The Board of Directors shall determine the vote for this PTSA for the position of Washington State PTA Region 7 Director. 2. The Executive Board may appoint voting delegate(s) to the annual Washington State PTA convention. The State determines the number of voting delegates per unit based on size of membership. 3. The Executive Board may appoint a voting delegate to the State PTA Legislative Assembly. 4. The number of delegates that may attend the Washington State PTA convention is provided for in the annual budget, and when possible should be selected from the incoming officers in the following order: incoming President (who would have the first right of refusal), incoming Treasurer (who would have the second right of refusal), incoming Vice President (third) and incoming Secretary (fourth). Article X Standing Rules 1. These standing rules shall be used in conjunction with the Uniform Bylaws under which all Washington State PTA units operate. 2. These standing rules shall be reviewed by the board in the spring and adopted annually at the first MTHS PTSA general membership meeting of the following school year. 3. These standing rules may be amended at any MTHS PTSA general membership meeting by a simple majority vote. Article XI Groups Who Affiliate with MTHS PTSA 1. Groups dedicated to select student interests are invited to join the MTHS PTSA. They will act as standing committees, responsible to the MTHS PTSA Board of Directors and ultimately the entire PTSA membership. Immediate benefits provided to groups who elect to affiliate with MTHS PTSA include: tax-exempt status [501(c)3], governing structures, insurance coverage, membership benefits, IRS documentation, legal considerations, financial reviews, management and leadership services. 2. The Chair (or President), Treasurer and other persons in any position of leadership of the affiliated group shall be members in good standing of MTHS PTSA. Refer to Article III for Membership and Service Fees. All group members are invited to join the PTSA. Individual PTSA membership ensures complete PTSA insurance and additional benefits and protections for each member of the group. 3. Each group that chooses to affiliate with the MTHS PTSA will become a standing committee and must designate a representative to participate in board meetings. 4. Activities undertaken by the group must be in keeping with the Washington State PTA Mission and adhere to the Uniform Bylaws of the Washington Congress of Parents and Teachers governing the Washington State PTA. Groups shall be responsible for developing an individual Mission Statement and Definition of Purpose, compatible with the goals of the PTSA. Page5
5. The MTHS PTSA will provide management of all IRS requirements to obtain and maintain IRS tax-exempt status and Charitable Organization status including, but not limited to: Employer (Taxpayer) ID Number (EIN), Record Keeping, IRS Information Return, Public Inspection of Records and Annual Financial Review. 6. Affiliated groups will be assessed and annual maintenance fee of $0.00 to be applied to insurance costs. PTSA insurance covers all volunteers at an event. It also covers guests who may be injured at a PTSA event. The criteria for deciding if the PTSA insurance provides this coverage is that the PTSA signs all contracts, staffs the event, promotes the event and the event is in the budget of the PTSA. PTSA insurance does not cover transportation, which means any bus rides to an event are not covered by PTSA insurance and must be insured separately. Insurance coverage shall be reviewed with each affiliate group. 7. All contracts signed by the PTSA and any affiliate groups require the signature of the MTHS PTSA President. The logistics of check signing and contract agreement is to conform to the Uniform Bylaws. Arrangements must be made with the President when entering into any contract. 8. A line item(s) in the general PTSA budget will be assigned to each affiliated group. The affiliated group will be responsible for fiscal management and decision making within their line item(s) budget. 9. It is the intention of the MTHS PTSA for the affiliated group to be responsible for managing the balance of their budget within their line item; it is the role of the PTSA to ensure expenditures are in keeping with the PTSA Mission and Uniform Bylaws. The MTHS PTSA Treasurer generates all PTSA checks, and the required second signature of an elected PTSA officer is also required. 10. If and when an affiliated group chooses to disband or to become an independent (i.e., no longer part of the MTHS PTSA) not-for-profit organization, the MTHS PTSA shall either: A. Disperse the current funds of the affiliated organization to the new 501(c)3 or 501(c)4 not-for-profit corporation that was established by the group, or B. Absorb the funds into the general PTSA budget. The MTHS PTSA cannot disperse funds to private parties. The PTSA can act as a resource to facilitate initiatives to become an independent non-profit association. 11. To meet Bylaw requirements and accommodate business management by the Executive Board, minutes of affiliated group meetings must be submitted to the PTSA President within 30 days of the meeting. Affiliated groups should balance/reconcile their records against the monthly PTSA budget report. Any discrepancies must be brought to the attention of the MTHS PTSA Treasurer in writing as soon as possible. Materials may be left in the PTSA mailbox or sent via regular mail or e-mail. Page6